Our clients prove that renovating a multi-family home every 15 to 20 years, or whenever needed, secures new tenants, retains residents, and preserves the property’s value. But when multiple leases, move-ins, and renewals overlap, planning renovations can be tricky. Can you do it without inconveniencing anyone?
At Imperial Contracting, we understand how complex this process can be. With over 20 years of experience and more than 200 multi-family projects completed annually, our team has mastered timing renovations around tenant leases. We minimize disruptions and finish upgrades within the agreed timeline.
If you develop, own, or manage subdivided homes, this guide tells you everything you need to know about how to schedule renovations around move-ins, renewals, and lease expirations.
How to Schedule and Finish Multi-Family Renovations
Ideally, the best time to renovate a multi-rental property is during vacancies. Realistically, waiting for every tenant to move out isn’t practical. Some projects can’t be postponed, especially when the necessary upgrades affect the property’s functionality and safety.
When renovations must work around active leases, here’s what owners and developers can do:
1. Review Lease Cycles and High-Traffic Periods
Before scheduling any work, review each tenant’s lease details, including move-in dates, renewal periods, and expirations, along with periods of highest on-site activity. Use that information to avoid scheduling conflicts.
- Start with vacant units — Unoccupied units allow contractors to complete larger projects freely and without infringing on anyone’s privacy. This is the best time to do:
- Full kitchen remodels
- Flooring replacements
- Bathroom upgrades
- Plan less-intensive updates for units nearing lease renewal — Line up projects that take less time to complete and may encourage tenants to renew, such as:
- Upgrading HVAC systems
- Switching to energy-efficient lighting
- Patching minor wall damage
- Time projects around upcoming move-outs and move-ins — Avoid move-in delays and income loss by scheduling renovations as soon as the previous renters move out, so the units are ready before new renters arrive.
- Renovate during off-peak hours — In addition to vacant and occupied units, renovating gyms, laundry rooms, driveways, and other shared spaces affects everyone on-site. To limit disruptions, consider timing renovations when fewer people are around, such as mid-mornings or weekdays, when most tenants are at work or school. Sending advance notices also prepares residents for temporary changes and allows them to plan around the work.
A structured plan keeps the project organized and ensures work is on schedule without creating unnecessary conflict.
2. Work in Phases
Large-scale renovations can be overwhelming, especially for residents who spend most of their time at home. Breaking projects into phases can help reduce noise and avoid shutting down the entire property.
Instead of updating everything at once, set priorities based on safety and function, starting with fire-prone kitchens. Less-intensive upgrades like applying fire-retardant laminates on cabinets and replacing old appliances can reduce the risk of fires and refresh a dated kitchen. Once the urgent updates are complete, continue tackling one area or room at a time to minimize disruption, especially for occupied units. Another example is painting the walls in the living room before moving on to the dining area, then the bedroom, and so on.
Note that property managers may need to offer rent concessions (more on this topic below) or negotiate an agreement before renovating occupied units.
3. Keep Tenants Informed
Communication is key to keeping a renovation project hassle-free for everyone. Renters deserve to know what will happen, when it will happen, and how it may affect their daily routines.
Set Expectations Early
Start by explaining the renovation scope and timeline in detail. Walk tenants through:
- Which areas will be worked on
- The types of updates planned
- How long each phase will take
- When crews will be on-site
Send Required Notices
Property developers must send separate notices for:
- Planned inspections
- Entering a unit
- Before beginning construction work
- Temporary utility disruptions, if applicable
Check local laws and lease agreements to confirm how soon to notify tenants about renovation plans. An early heads-up can prevent complaints and give renters enough time to adjust their schedules, if necessary.
If Plans Change, Inform the Residents
Send important updates, like when the project starts earlier than expected, finishes early, or if setbacks occur due to unforeseen circumstances (e.g., delays because of bad weather, or additional repairs uncovered during construction). Phoning the residents, sending a brief email blast, or posting on the community bulletin board shows respect for everyone’s time.
Address Concerns Promptly
It’s normal for tenants to have questions about safety, noise, and personal property. Be ready to respond and document all agreements in writing to prevent misunderstandings.
The 411 on Renters’ Rights During Renovations
Upgrades and repairs should not inconvenience renters.
When renovations violate privacy rights, disrupt daily living, or force renters to leave the property, even if temporarily, they can seek reimbursement for rent and compensation for damages that exceed that amount. For instance, if multi-family renovations start without sending the required notice to residents, they may claim violations of privacy and quiet enjoyment rights.
While regulations vary by state, most residents cannot pause rent payments during renovations. Instead, they can request a temporary reduction in rent, particularly when construction restricts access to parts of the home. For example, if retiling makes one bathroom unusable, the renter may ask for lower rent since they can’t use the space.
Rent reductions fall under rent concessions, which are not legally required, but many proprietors use to encourage lease renewals and maintain good relationships with renters.
Aside from reducing rent, property managers sometimes offer:
- Waived fees, such as pet deposits
- Free or discounted utilities
- Free use of parking, laundry, and other amenities
- New appliances, décor, or upgrades
- Permission to personalize the space, like adding wallpaper
Concessions can ease tension during renovation projects, but they do not fully protect owners, managers, or developers from financial liability. If renovations damage a renter’s personal property, they have the right to request compensation for repairs or replacements.
Don’t Lose Tenants or Any Money: Choose Imperial Contracting for Multi-Unit Renovations
Work with contractors with over 20 years of experience in multi-family housing development and construction. Whether you’re preparing for new move-ins, planning mid-lease improvements, or upgrading during turnovers, we finish projects without disturbing renters or their neighbors.
When you work with us, we:
- Assess your property’s needs: We review the scope of work, current leases, and tenant schedules to plan renovations with minimal disruption.
- Plan and follow a timeline without fail: We schedule projects into phases, helping you manage occupied units, vacant spaces, and common areas more efficiently.
- Handle permits and inspections: Our team takes care of the required paperwork to keep projects compliant.
- Coordinate with tenants: We specialize in working around move-in and move-out dates to protect each renter’s right to quiet enjoyment and avoid delays in occupancy.
Contact Imperial Contracting now to schedule a consultation for your next renovation project in Arizona, New Mexico, California, Oregon, Washington, or Nevada.
